HomeMy WebLinkAbout13-Consideration of Awarding a Contract to Design a New District Web SiteTUC EEDIVE
Public Utility District
CONSENT
To:
Board of Directors
From:
Steven Poncelet
Date:
June 06, 2012
Subject: Consideration of Awarding a Contract to Design a New District Web
Site
1. WHY THIS MATTER IS BEFORE THE BOARD
This item is before the Board as the contract for the District's new website is more than
$15,000 and requires Board approval.
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The District's last major work on our website (www.tdpud.org) was done in 2007.
Since that time, the content of the website has been periodically updated and new
content has been added in conjunction with the District's work on conservation
programs, water meters, tree trimming, and increased communications/outreach.
Although the current website has served the District well, the ability to easily access
information needs to be improved and the technology behind websites and
communication continues to evolve rapidly.
In addition to the many new District programs, the District has also increased our level
of communication and outreach to our customers and stakeholders. One positive
outcome of this effort has been increased customer interaction with District staff and
our website as customers become aware of our programs and services and want to
access them. In many cases, the customer will first attempt to gather information from
the website but, if unable to find what they want, are forced to contact District staff.
This is true for both customer service functions and District programs.
A workshop was held in November, 2011 and the Board directed staff to implement a
new District website in 2012.
3. NEW INFORMATION
The District issued a Request for Proposals (RFP) on April 24, 2012 for the TDPUD
2012 Website Design Project. The purpose of the project is to replace the existing
website with one that is more resembling of today's technology, social environment,
and communication needs of our customers. The successful vendor will secure the
required software, work collaboratively with District staff in the design/launch of the
website, and will include provisions for on -going support and upgrades. The new
website will be based on a Content Management System (CMS) platform. The project
would be managed by the Public Information and Conservation Department, but would
draw heavily from the GIS/IT Department for technical support and would address the
needs of each department in the District.
The RFP deadline was May 16, 2012 and the District received three proposals from
Smallpond, Vision Internet, and Revize Software Systems. A District scoring
committee was created to evaluate the proposals and Vision Internet and Revize
Software were invited to make presentations to the scoring committee on May 30,
2012. Based on the review of the proposals and the vendor presentations, Vision
Internet was found to be the proposal that was most advantageous to the District by all
members of the scoring committee. A summary of the average score for each vendor
follows (Score out of 100 points maximum): Vision Internet (89.3), Revize (88), and
Smallpond (71).
4. FISCAL IMPACT
The contract for the TDPUD 2012 Website Design Project and first year web -hosting
and support is for an amount of $24,728 with a 10% change order authorization of
$2,473 for a total amount not to exceed $27,201 for a contract term ending December
31, 2013. The contract will also include an option to extend the $3,600 annual hosting
and support, at the District's option, at the current contract terms and conditions plus a
3-5% annual increase as part of Vision Internet's COLA adjustments. Sufficient funds
exist in the approved FY12 and FY13 budgets for this project.
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Award a contract for the TDPUD 2012 Website Design Project to Vision Internet for an
amount of $24,728 with a 10% change order authorization of $2,473 for a total amount
not to exceed $27,201 for a contract term ending December 31, 2013.
Steven Poncelet
Public Information & Conservation Manager
Michael D. Holley
General Manager